Organizing Club Events

Recognized clubs have access to all kinds of resources. However, to
take advantage of these resources, clubs must correctly fill out the
proper forms by the stated deadlines. Below you will find a list of
common club event needs and the forms required to fulfill each. All
forms listed below are available in SU 207 and upon request in SU 205.
If you have questions regarding how to fill out any of our forms, or
are not sure which forms to use, please ask the Student Activities
Office student staff in SU 205.

Event Planning

When planning an event, your club has a lot of things to consider.
Certain elements of your event will determine what space you use, how
much food to buy, who to invite, etc. Below are some basic questions
to help get your club started in the event planning process:

Who is our target audience? (Club members only, the CCSF
community, the community at large)

Where can we have our
event based on who our target audience is? (MUB140 for larger
events, SU 208 Conference Room for smaller events, Ram Plaza for
open ended campus wide events, etc.)

Is the space available
for the date we want? Have we reserved the space with the
appropriate form/office/building?

What is our budget for
the entire event? What is our budget for each line item?

Will we offer food? For sale or for free? Should we get a cash
advance, be reimbursed later for it, or pay the vendor directly (if
the event is catered/food made and delivered)? How much should we
buy? Who are preferred CCSF vendors? Is this a food sale
fundraiser?

Will we be collecting donations? Who will sign
out the Fundraising Lock Box from Administrative Services?

Are we going to make flyers for the event? Should we have them
printed at Digital Print Productions at Mission Campus or an
off-site vendor?

How will we spread the word about our
event? Flyers, word-of-mouth, class presentations, emails, Facebook,
The Guardsman advertisements, City Currents advertisements?

What equipment/supplies/decorations should we have for the
event? Do we have to rent or borrow the equipment from Associated
Students, or do we use an off-site vendor? Have we filled out the
Technical Requirements Form with the MCRC so that we have sound
equipment, if needed?

Should we have a speaker/performer at
the event? How much should they be paid, if anything at all?

Has our travel been approved by the Associate Dean of Student
Activities?

Who will be our main contact person for all of
the event paperwork? (This person’s name and contact information
should be on all forms to remain consistent)

Once you answer some of these questions, you can figure out what
forms you need to fill out, who you need to talk to, and where you
should start. You may also make an appointment with the Management
Assistant of Student Activities to help you get started in the event
planning process.

Forms and Procedures

After your club figures out whether your event is going to be
on-campus or off-campus, and where you want to have it, you can start
to fill out the proper forms to ensure your event planning goes as
smoothly as possible. All events require an EVENT REQUEST FORM
which must be submitted to the Student Activities Office at least
5 full business days prior to the date requested. Turn in
your Event Request Form as soon as possible to get your event on the
Events Calendar before all the dates are booked; check the Events
Calendar before you submit your paperwork to make sure the date you
want is available.

All students MUST complete and submit a Field
Trip/Excursion Notice Form before attending any
off-campus events as a club (give copies to the SAO while advisors
keep originals to take on the trip)

Advisors MUST be
present at all after hours, weekend, or off-campus events

Make sure to find out if there will be any additional charges
(custodial services, police services) to your club if you are having
an event after hours or on a weekend at CCSF

For any event

That requires music, mics, etc., you’ll need to complete a Technical
Requirements Form and make sure that a club member
will be at your event early to set up and learn how to operate the
equipment properly throughout the event.

All literature and flyers to be distributed and posted to advertise
for your upcoming events must be approved by the Student Activities
Office in the form of a stamp. At all other campuses flyers/posters
need to be approved by the Dean of the campus on which you are
posting. Club/Council meetings, events and gatherings should be open
to all students. DO NOT use tape, glue, nails, or industrial staples
to post your flyers; thumb tacks only.

Your club is required to have the following statements on every
flyer and poster before they can be approved by the Student Activities Office:

This event is made possible by your $5 Student Activities Fee

This club is officially recognized by the Associated Students
Council of City College of San Francisco.

If club flyers do not have the above statements, we cannot approve
the posting. If you post your flyers without the approval of Student
Activities, they will be removed.

Media

You should also consider using the media at CCSF to get your campus
wide events advertised. Contact The Guardsman (the CCSF student
newspaper) or KCSF (CCSF radio station) to have your events covered by
the media, or to let people know about upcoming events.

Partisan Political Campaigns

Any planning or organizing around partisan political campaigns
whether it is a proposition or a candidate must first be discussed
with the Associate Dean of Student Activities to ensure it is within
the framework of what is legally possible. Under no circumstances can
club or Associated Students Council phones, emails, or physical office
locations be used on flyers/postings for partisan campaigns. You may
promote civic engagement and voter participation in upcoming
elections, but CANNOT use CCSF, AS, or ICC to promote partisan campaigns.

Policy on Music/Speakers

Any event—dancing, music, speaking—can be held in Ram Plaza or the
Amphitheater as long as it does not disrupt classes. The Vice
President of Cultural Affairs, or his/her trained designee, must be in
charge of the sound system at all times. Any amplified music played on
Ram Plaza and/or Amphitheater will be monitored by the Student
Activities Office and shall not exceed 95 decibels. You must get
explicit permission from the Wellness Center if you will be using
amplified music in the Amphitheater (contact Dan Hayes or Anna
Hernandez in the Wellness Center).

During any event, when the sound system exceeds the limit of 95
decibels or the Student Activities Office has received complaints from
the faculty or students that the sound is disrupting class, the
persons using the sound system shall be notified with a verbal warning
that the sound must be brought into compliance. If the sound level
continues to exceed the limit following a verbal warning, the sound
operation will be discontinued by the designee from the club/group
assigned to the AS Sound System. If the designee does not comply with
the sound policy, the club/group will be placed on hold and will not
be able to seek reimbursements, pay the performers, or take any money
out in the form of a cash advance until further notice.